Model Job Description - Admin Assistant - H2



TITLE OF JOB: ADMINISTRATIVE ASSISTANT

LOCATION: SCHOOL OFFICE

REPORTING TO: HEADTEACHER AND SCHOOL BUSINESS MANAGER

GRADE/SALARY: H3 £19,312per annum (pro-rated to approx. £16,330 per annum)

HOURS: 37 hours per week (plus 5 Inset Days and 5 Days in the Summer Holidays to prepare school for the new academic year)

JOB OUTLINE

To provide routine administrative and financial support to the school.

MAIN AREAS OF RESPONSIBLITY

• Front of House duties; to provide a welcoming and friendly first point of contact for all pupils, parents and visitors.

• Respond confidently to telephone enquiries and personal visitors to the school.

• The school lead for ensuring school attendance procedures are effective and liaise with senior leaders and school attendance officer.

• Order stock and resources as required by others in the school.

• Oversee the administration of medicines in school and ensure allergy lists are complete and accurate.

• Oversee the administration for ensuring milk is provided to children, including liaison with the Finance Officer to ensure collection of fees.

• The person responsible for the administration of school clubs, including working with the Finance Officer to ensure payments are collected, liaison with outside agencies and ensuring that registers are prepared in accordance with School Policy.

• Assist the Finance Officer by being first point of contact for bookings of the school premises and lettings. Ensure processes are followed and booking systems are robust.

• Ensuring the school is presented to children, parents, governors and visitors as a welcoming and professional organisation.

• Undertake reception duties including response to telephone and personal enquiries.

• Assist with pupil welfare matters, including regular contact with children, parents and staff.

• Assist to ensure admissions are well managed to ensure a successful start for pupils and families at Cranborne.

• Support the team with administration of school visits and trips.

• Maintain manual and computerised records and developing enhanced systems e.g. electronic payment systems.

• Assist with the completion of statutory and other data to senior management team, governing body, the LA and external agencies as required.

• Assist with the preparation of reports for the Senior Leadership Team, Governors, Local Authority and other bodies (e.g. attendance data, and pupil profiling etc.)

• Assist with the preparation of school documentation, e.g. newsletters, induction booklets etc.

• Support the development of efficient systems for school administration.

• Provide clerical support for the school community, to include photocopying, filing, email.

• Undertake typing and other IT based tasks and note taking.

• Carry out routine financial and administrative tasks, including the collection of money and the completion of records and registers in accordance with school policy. (e.g. school trips, dinner money, clubs)

EQUALITIES

Be aware of, support difference, and ensure that the school’s equalities and diversity policies are followed.

HEALTH AND SAFETY

Be aware of and comply with policies and procedures relating to child protection; health and safety; confidentiality; and data protection and report all concerns to an appropriate person.

DISCLOSURE AND BARRING SERVICE

This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Disclosure and Barring Service as part of Hertfordshire County Council’s pre-employment checks. If you are invited to an interview you will receive more information.

ADDITIONAL INFORMATION

The jobholder is required to contribute to and support the overall aims and ethos of the school. All staff are required to participate in training and other learning activities, and in performance management and development as required by the schools’ policies and practices.

** The duties and responsibilities listed above describe the post as it is at present. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.

ORGANISATION CHART

Head Teacher

Senior Management Team

Teaching Staff Teaching Assistants Administrative and

Premises Staff

SUPERVISION

The jobholder is managed by the School Business Manager

JOB CONTEXT

The school has a team of administrative staff who provide the full range of reception and administrative functions. The jobholder is one of a team of administrative staff who provide reception and support services to the school.

The work is varied and has daily, monthly and termly routines. You will be expected to have your own areas of focus yet as a team you will need to be competent in doing the tasks of others as when the needs of the office are prioritised to this end.

CONTACTS

The jobholder works with all members of staff in the school and has frequent contact with parents and visitors.

KNOWLEDGE, EXPERIENCE AND TRAINING

• It is essential for applicants to have experience of office based clerical and administrative work.

• Has the ability to take notes at meetings.

• Good numeracy and literacy skills.

• Basic knowledge of first aid.

• Ability to use standard office computer software, such as Outlook, Word, Excel and PowerPoint.

• Ability to work in a team.

• Understanding of the needs of children.

PROBLEMS AND DECISIONS

The jobholder exercises discretion in filtering letters and phone calls for the headteacher (and other senior leaders) whilst ensuring that all enquiries are dealt with expeditiously.

DIMENSIONS

The job may require the recording and banking of money collected from pupils and staff and invoicing parents (e.g. school trips and visits)

The job description will be reviewed as part of the annual cycle of performance management.

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Please tick to confirm this questionnaire has been agreed by the department and any job holder(s)

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